What are the submission requirements for this tender (Ref: KZN/PRASA/2026/06/06/Q)?

• Submit your bid in a sealed envelope before the closing date and time. • Deposit bid documents in Box No. 07 located at the foyer, 65 Masabalala Yengwa Avenue, PRASA Regional Office, KwaZulu-Natal. • Late bids will not be accepted. • All bids must be submitted on the official forms provided (not retyped) or as prescribed. • Ensure all mandatory returnable documents are included; failure results in disqualification. • Bidders must reflect on the submission register provided on the submission box. • Any additional conditions must be in an accompanying letter. • Do not canvass any PRASA SCM officers or employees between closing date and award; this leads to disqualification. • Complaints can be lodged via email to Complaints@prasa.com with required details. • Bid validity period is 60 working days from closing date; PRASA may request an extension. • PRASA reserves the right to cancel the RFQ if funding allocation is not secured.

How will bids be evaluated?

• Evaluation Stages: - Stage 1: Compliance (Mandatory Requirements). - Stage 2: Technical/Functionality (minimum threshold of 70%). - Stage 3: Price and Specific Goals (80/20 preference point system). - Stage 4: Other Mandatory Requirements. • Price Scoring: Maximum 80 points using the 80/20 formula. • Specific Goals Scoring: Maximum 20 points allocated for: - At least 51% Black Women ownership (10 points). - At least 51% Black ownership (10 points). - Points awarded proportionally based on percentage ownership. • Technical/Functionality Criteria (100 points total, minimum 70% threshold): - Organizational Experience (35 points): Based on successfully completed transformer oil sampling/purification projects in the last 5 years. - Qualifications and Experience of Key Staff (35 points): Electrician/technician with SAQA-accredited certified qualifications and relevant experience. - Project Program (Work Plan) (15 points): MS Project schedule showing sequencing, critical path, and understanding of scope. - Project Approach and Methodology (15 points): Detailed methodology including risk identification, mitigation, work breakdown, quality assurance, and transportation. • Administrative Responsiveness: Incomplete bids will be disqualified. • Objective Criteria: PRASA reserves the right to award to a bidder other than the highest scorer based on objective criteria (e.g., negative track record, spreading awards).

What are the technical specifications?

• Scope: Appointment of a service provider for insulating oil sampling/testing on an as-and-when-required basis for 36 months in KwaZulu-Natal. • Key Tasks: - Collect oil samples as advised by PRASA. - Conduct testing and analysis at a SANAS-approved laboratory. - Produce reports including dissolved gas analysis (DGA) with specified parameters (e.g., electric strength, acid content, hydrogen levels). - Provide laboratory certificates with minimum required information (substation details, transformer specs, oil volume, test results). • Standards and References: - IEC Standards. - SABS/SANS Standards. - Electrical Safety Standards. - PRASA Engineering Instruction CEE-GI-012 (Supervision and Maintenance of Insulating Oils). • Contract Duration: 36 months. • Additional items not authorized by the regional electrical engineer will be at the bidder’s own cost.

What financial requirements apply to bidders?

• Prices must be quoted in South African Rand, inclusive of all taxes, on a fixed-price basis. • Complete the attached Pricing Schedule Annexure strictly; deviations may render bid non-responsive. • Provide a firm price offer with cost breakdown and price escalation basis/formula if applicable. • Quote all items on the Bill of Quantities (BOQ); incomplete BOQ leads to disqualification. • Discounted prices will only be considered unconditionally in final evaluation. • PRASA may negotiate market-related prices with the highest scoring bidders if prices are not market-related. • Payment terms: PRASA pays within 30 days of receipt of correct tax invoice.

What compliance and legal requirements must bidders meet?

• Tax Compliance: Submit SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. If no PIN, provide Central Supplier Database (CSD) number. • Central Supplier Database (CSD): Mandatory registration for all local bidders (https://secure.csd.gov.za/). Foreign suppliers with no local entity are exempt. • B-BBEE: Submit B-BBEE certificate or affidavit. Points allocated for specific goals (Black Women ownership and Black ownership). • CIPC: Provide CIPC certificate/registration document. • Joint Ventures/Consortia: Submit signed agreement indicating leading bidder; each party must provide separate TCS/CSD documents. • Disqualification Risks: Persons in service of the state, companies with state directors, or close corporations with state members are ineligible. • Disclosure Requirements: Complete SBD4 Bidder’s Disclosure regarding state employment, relationships, PEPs/PIPs, and collusion. • General Compliance: Adhere to Preferential Procurement Policy Framework Act, 2000 and Regulations, 2022, and all applicable laws.

What are the important dates and deadlines for this tender?

• Closing Date: 06 July 2026. • Closing Time: 12:00 PM (noon). • Bid Validity Period: 60 working days from closing date.

Who should be contacted for queries about this tender?

• SCM Contact Person: Lindeni Cele. • Telephone: 031 813 0105. • Email: Lindeni.cele@prasa.com. • Submission Address: Box No. 07, Foyer, 65 Masabalala Yengwa Avenue, PRASA Regional Office, KwaZulu-Natal. • Complaints Email: Complaints@prasa.com.

PRASA Insulating Oil Testing Service KZN Tender

RFQinsulating rfq.pdfReview complete

Description

Source: insulating rfq.pdf

Appointment of a service provider for insulating oil sampling/testing on an as-and-when-required basis for 36 months in KwaZulu-Natal.
Purpose: Supervision and maintenance of insulating oils in electrical equipment per norms and standards.
Work includes oil sample collection, laboratory testing, analysis, and reporting as per BOQ.

Important Dates

Source: insulating rfq.pdf (RFQ)

Closing Date: 06 July 2026.
Closing Time: 12:00 PM (noon).
Bid Validity Period: 60 working days from closing date.

Contact Information

Source: insulating rfq.pdf (RFQ)

SCM Contact Person: Lindeni Cele.
Telephone: 031 813 0105.
Email: [email protected].
Submission Address: Box No. 07, Foyer, 65 Masabalala Yengwa Avenue, PRASA Regional Office, KwaZulu-Natal.
Complaints Email: [email protected].

Submission Guidelines

Source: insulating rfq.pdf (RFQ)

Submit your bid in a sealed envelope before the closing date and time.
Deposit bid documents in Box No. 07 located at the foyer, 65 Masabalala Yengwa Avenue, PRASA Regional Office, KwaZulu-Natal.
Late bids will not be accepted.
All bids must be submitted on the official forms provided (not retyped) or as prescribed.
Ensure all mandatory returnable documents are included; failure results in disqualification.
Bidders must reflect on the submission register provided on the submission box.
Any additional conditions must be in an accompanying letter.
Do not canvass any PRASA SCM officers or employees between closing date and award; this leads to disqualification.
Complaints can be lodged via email to [email protected] with required details.
Bid validity period is 60 working days from closing date; PRASA may request an extension.
PRASA reserves the right to cancel the RFQ if funding allocation is not secured.

Returnable Documents

Source: insulating rfq.pdf (RFQ)

Mandatory Returnable Documents (failure to submit leads to disqualification):
Joint Venture/Consortium Agreement (if applicable).
Valid SARS PIN.
CSD Supplier Report.
CIPC Certificate/Registration Document.
B-BBEE Certificate/Affidavit.
Also required: Proof of authority to sign bid, submission register reflection.

Evaluation Criteria

Source: insulating rfq.pdf (RFQ)

Evaluation Stages:
Stage 1: Compliance (Mandatory Requirements).
Stage 2: Technical/Functionality (minimum threshold of 70%).
Stage 3: Price and Specific Goals (80/20 preference point system).
Stage 4: Other Mandatory Requirements.
Price Scoring: Maximum 80 points using the 80/20 formula.
Specific Goals Scoring: Maximum 20 points allocated for:
At least 51% Black Women ownership (10 points).
At least 51% Black ownership (10 points).
Points awarded proportionally based on percentage ownership.
Technical/Functionality Criteria (100 points total, minimum 70% threshold):
Organizational Experience (35 points): Based on successfully completed transformer oil sampling/purification projects in the last 5 years.
Qualifications and Experience of Key Staff (35 points): Electrician/technician with SAQA-accredited certified qualifications and relevant experience.
Project Program (Work Plan) (15 points): MS Project schedule showing sequencing, critical path, and understanding of scope.
Project Approach and Methodology (15 points): Detailed methodology including risk identification, mitigation, work breakdown, quality assurance, and transportation.
Administrative Responsiveness: Incomplete bids will be disqualified.
Objective Criteria: PRASA reserves the right to award to a bidder other than the highest scorer based on objective criteria (e.g., negative track record, spreading awards).

Technical Specifications

Source: insulating rfq.pdf (RFQ)

Scope: Appointment of a service provider for insulating oil sampling/testing on an as-and-when-required basis for 36 months in KwaZulu-Natal.
Key Tasks:
Collect oil samples as advised by PRASA.
Conduct testing and analysis at a SANAS-approved laboratory.
Produce reports including dissolved gas analysis (DGA) with specified parameters (e.g., electric strength, acid content, hydrogen levels).
Provide laboratory certificates with minimum required information (substation details, transformer specs, oil volume, test results).
Standards and References:
IEC Standards.
SABS/SANS Standards.
Electrical Safety Standards.
PRASA Engineering Instruction CEE-GI-012 (Supervision and Maintenance of Insulating Oils).
Contract Duration: 36 months.
Additional items not authorized by the regional electrical engineer will be at the bidder’s own cost.

Methodology

Source: insulating rfq.pdf

Provide a detailed project methodology aligned with scope.
Include risk identification and mitigation measures for project activities, especially in substation environments.
Cover work breakdown, quality assurance, and transportation elements.
Submit a project schedule in MS Project showing sequencing, critical path, and understanding of scope.

Experience & Qualifications

Source: insulating rfq.pdf

Organizational Experience: Demonstrate successfully completed similar transformer oil sampling/purification projects in the last 5 years with proof (appointment letters, completion certificates).
Key Personnel: Provide CVs of electrician/technician with SAQA-accredited, certified qualifications and experience specific to transformer oil sampling/purification.
Scoring based on years of experience and qualification certification.

Quality Management

Source: insulating rfq.pdf

Adhere to IEC, SABS/SANS, and Electrical Safety Standards.
Follow PRASA Engineering Instruction CEE-GI-012 for supervision and maintenance of insulating oils.
Testing must be done at a SANAS-approved laboratory.
Reports must include detailed dissolved gas analysis (DGA) and transformer oil analysis with specified parameters.
Ensure oil sampling/testing frequency aligns with norms (e.g., every 2 years, more frequently for high-load or older transformers).

Pricing Schedule

Source: insulating rfq.pdf

Complete the attached Pricing Schedule Annexure.
Quote all items on the Bill of Quantities (BOQ); incomplete BOQ leads to disqualification.
Prices must be in ZAR, inclusive of taxes, with cost breakdown and escalation basis.
Use only the provided pricing format; deviations may render bid non-responsive.
Discounted prices considered only unconditionally in final evaluation.
PRASA may negotiate market-related prices if initial prices are not market-related.

Financial Requirements

Source: insulating rfq.pdf (RFQ)

Prices must be quoted in South African Rand, inclusive of all taxes, on a fixed-price basis.
Complete the attached Pricing Schedule Annexure strictly; deviations may render bid non-responsive.
Provide a firm price offer with cost breakdown and price escalation basis/formula if applicable.
Quote all items on the Bill of Quantities (BOQ); incomplete BOQ leads to disqualification.
Discounted prices will only be considered unconditionally in final evaluation.
PRASA may negotiate market-related prices with the highest scoring bidders if prices are not market-related.
Payment terms: PRASA pays within 30 days of receipt of correct tax invoice.

Compliance Requirements

Source: insulating rfq.pdf (RFQ)

Tax Compliance: Submit SARS Tax Compliance Status (TCS) PIN or printed TCS certificate. If no PIN, provide Central Supplier Database (CSD) number.
Central Supplier Database (CSD): Mandatory registration for all local bidders (https://secure.csd.gov.za/). Foreign suppliers with no local entity are exempt.
B-BBEE: Submit B-BBEE certificate or affidavit. Points allocated for specific goals (Black Women ownership and Black ownership).
CIPC: Provide CIPC certificate/registration document.
Joint Ventures/Consortia: Submit signed agreement indicating leading bidder; each party must provide separate TCS/CSD documents.
Disqualification Risks: Persons in service of the state, companies with state directors, or close corporations with state members are ineligible.
Disclosure Requirements: Complete SBD4 Bidder’s Disclosure regarding state employment, relationships, PEPs/PIPs, and collusion.
General Compliance: Adhere to Preferential Procurement Policy Framework Act, 2000 and Regulations, 2022, and all applicable laws.

B-BBEE Requirements

Source: insulating rfq.pdf (RFQ)

Points allocated for Specific Goals: 20 points total.
At least 51% Black Women owned: 10 points.
At least 51% Black owned: 10 points.
Verification via CIPC Registration Documents or CSD Registration Report.
Points awarded proportionally based on percentage ownership.

Health & Safety

Source: insulating rfq.pdf

Include safety file completion as a key milestone in project schedule.
Comply with all applicable national and local safety laws and regulations.
Address site-specific risks and mitigation measures, especially for substation environments.
Ensure safe work practices for oil sampling and handling.

Environmental

Source: insulating rfq.pdf (RFQ)

Test for Polychlorinated Biphenyls (PCBs) as part of oil analysis.
Follow environmental standards relevant to insulating oil handling and disposal.

Contractual Terms

Source: insulating rfq.pdf

Warranty: Supplier warrants items are fit for purpose and defect-free for one year from acceptance (unless otherwise stated).
Indemnity: Supplier indemnifies PRASA against claims from negligence, infringement, defective design/materials/workmanship.
Subcontracting: Requires PRASA’s prior approval; prime contractor remains liable.
Governing Law: South African law; non-exclusive jurisdiction of South African courts.
Funding Contingency: Award is subject to PRASA securing budget allocation; PRASA may cancel RFQ if funding is not secured and is not liable for related claims.
Penalties: Late completion incurs 0.05% of contract price per day delay.
General Conditions: PRASA General Conditions of Purchase apply; no oral variations.
Rejection: PRASA may reject non-conforming items/services and recover costs.
Delivery: Supplier must deliver on time, with proper marking and documentation; late deliveries may incur penalties.
Assignment: Title and risk pass to PRASA upon acceptance.

Special Conditions

Source: insulating rfq.pdf (RFQ)

Funding Contingency: Award subject to PRASA securing budget allocation; PRASA may cancel RFQ if unsuccessful and is not liable.
PRASA not obliged to award to one supplier; may award multiple suppliers.
Contract validity: 60 working days from closing; extension may be requested.
Publication of award details on National Treasury e-Tender Portal and CIDB website.

Requirements

Source: insulating rfq.pdf (RFQ)

Foreign Suppliers: Must complete questionnaire; if no RSA presence/income/tax liability, TCS PIN not required.
Tax Compliance: Submit SARS PIN or TCS certificate; CSD number if no PIN.
No bids from persons in service of the state or related entities.
All bids must be on official forms, submitted on time to correct address.
Adhere to Preferential Procurement Policy Framework Act, 2000 and Regulations, 2022.
Disclose PEP/PIP relationships and other required declarations.

Section

Source: insulating rfq.pdf

Evaluation stages: Compliance, Technical/Functionality (70% threshold), Price and Specific Goals (80/20 system), Other Mandatory Requirements.
Price scored using 80/20 preference point formula.
Specific goals points claimed via SBD6.1 form with supporting documents.
Organ of state may apply objective criteria to award to non-highest scorer.

Core procurement rules

These rules commonly apply to South African public-sector procurement.

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Act 53 of 2003

high

Provides the empowerment-compliance context often used in public-sector supplier evaluation.

Relevant because this is a South African public-sector procurement opportunity.

Constitution of the Republic of South Africa, 1996 – Section 217

Act 108 of 1996 (s217)

high

Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.

Relevant because this is a South African public-sector procurement opportunity.

Preferential Procurement Policy Framework Act (PPPFA)

Act 5 of 2000

high

Covers preferential procurement and preference-point systems used in public tenders.

Relevant because this is a South African public-sector procurement opportunity.

Prevention and Combating of Corrupt Activities Act (PRECCA)

Act 12 of 2004

high

Supports anti-corruption controls and supplier integrity in procurement processes.

Relevant because this is a South African public-sector procurement opportunity.

Public Procurement Act, 2024 (PPA)

Act 28 of 2024

high

Provides the national framework for public procurement across government.

Relevant because this is a South African public-sector procurement opportunity.

Promotion of Access to Information Act (PAIA)

Act 2 of 2000

medium

Supports access to tender records, award decisions and public-sector procurement information.

Relevant because this is a South African public-sector procurement opportunity.

Promotion of Administrative Justice Act (PAJA)

Act 3 of 2000

medium

Supports lawful, reasonable and procedurally fair administrative tender decisions.

Relevant because this is a South African public-sector procurement opportunity.

Sector-specific rules

These rules are linked to the work category, industry, or regulated service area.

Electricity Regulation Act (ERA)

Act 4 of 2006

high

Relevant to electricity, generation, transmission, distribution and energy-service procurement.

Relevant because this tender appears to involve electricity, power supply, energy infrastructure, generators, or energy maintenance. Relevant because this tender appears to involve petroleum, oil, gas, fuel, or energy-resource services.

National Environmental Management Act (NEMA)

Act 107 of 1998

high

Service provider for insulating oil sampling and testing in kwazulu-natal (36-Month contract)

Service provider for insulating oil sampling and testing in kwazulu-natal (36-Month contract)

Energy & Utilities Industry Profile

Typical Documents

Core procurement rules

Broad-Based Black Economic Empowerment Act (B-BBEE Act)

Constitution of the Republic of South Africa, 1996 – Section 217

Preferential Procurement Policy Framework Act (PPPFA)

Prevention and Combating of Corrupt Activities Act (PRECCA)

Public Procurement Act, 2024 (PPA)

Promotion of Access to Information Act (PAIA)

Promotion of Administrative Justice Act (PAJA)

Sector-specific rules

Electricity Regulation Act (ERA)

National Environmental Management Act (NEMA)

Passenger Rail Agency of South Africa (PRASA)

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